HN424 - Executive Personal Assistant - Atherton, CA

Executive Personal Assistant

A wonderful family of three (a mother and her two school-aged children) is seeking part-time live-out Executive Personal Assistant for 24-32 hours a week; 24 hours a week is their preference, but open to 32 hours for the right candidate. The schedule would be Monday through Thursday 10am-6pm (32 hours) or 12pm-6pm (24 hours). There are no pets in the home and the family also has a nanny.

Responsibilities

Family Calendar & Daily Coordination

• Manage and maintain the family calendar, including school schedules, medical appointments, extracurriculars, household staff schedules, travel, social plans, and recurring family obligations.
• Coordinate daily and weekly logistics so that each family member knows where they need to be, when, and with what materials, forms, supplies, or preparation.
• Stay ahead of schedule conflicts, reminders, deadlines, transportation needs, and last-minute changes.
• Create weekly planning summaries and day-of updates as needed.

Healthcare & Wellness Coordination

• Help orchestrate the family's holistic healthcare throughout the year, including pediatric, dental, orthodontic, therapy, specialist, wellness, and other medical appointments.
• Track healthcare follow-ups, referrals, prescriptions, forms, lab work, insurance-related paperwork, and provider communications.
• Maintain organized digital records for each family member, including appointments, care plans, provider contacts, and relevant documents.
• Help ensure that nothing falls through the cracks across multiple providers, schools, and care teams.

School & Child-Related Support

• Assist the mother with driving children to and from tutoring and extracurricular activities.
• Manage school calendars, forms, deadlines, parent communications, conferences, testing dates, events, camps, and extracurricular logistics.
• Help coordinate any school applications, re-enrollment, summer programs, tutoring, evaluations, recommendation forms, school visits, and next-year planning.
• Create organized trackers for application deadlines, requirements, documents, interviews, testing, and follow-up steps.

Household Operations

• Oversee household vendors, repairs, maintenance, deliveries, appointments, supplies, and home organization systems.
• Maintain household manuals, vendor lists, warranties, recurring maintenance schedules, inventories, and household procedures.
• Coordinate housekeeper, nanny, tutors, contractors, repair providers, landscapers, drivers, and other service providers as needed.

Project Management

• Manage small construction & landscaping projects and coordinate necessary seasonal maintenance tasks.

Technology, Cloud Software & Digital Organization

• Must be highly comfortable with modern technology and cloud-based tools.
• Create and maintain shared digital systems for calendars, documents, task lists, household records, contacts, medical information, school forms, travel plans, receipts, and recurring workflows.
• Use tools such as Google Workspace, Google Calendar, Google Drive, Notion (or other collaborative organizational tool), shared notes, password managers, scanning apps, and digital filing systems, or be able to quickly learn the family's preferred tools.

Communication & Confidentiality

• Represent the family professionally when communicating with schools, providers, vendors, staff, and external advisors.
• Use discretion with all private family, medical, school, financial, legal, and personal information.

Requirements

• Highly organized and detail-oriented
• Proactive rather than reactive
• Calm under pressure
• Technologically proficient and comfortable building digital systems
• An excellent communicator in writing, text, email, and in person
• Comfortable working in a private household with children
• Licensed driver with a clean driving record
• Residing within a reasonable commute to Atherton, CA

Salary and Benefits

• $60-75/hour DOE
• No benefits as the role is part-time (however, part-time employees in California are entitled to paid sick leave if they work for the same employer for at least 30 days within a year, earning a minimum of 5 days or 40 hours per year. Accrual starts on day one, with usage permitted after 90 days of employment)

Bay Area Health Solutions